Educational Visits Policy

 "Achieving our best together"

BEFORE A VISIT IS PLANNED Full consultation must be made with the Headteacher as to the nature of the visit and all that it entails. A prior visit should be made, any costs incurred will be met by school funds (many places will allow free entry if you telephone beforehand explaining that you are preparing for a school visit and take verification from school.) The Headteacher must be told of the accompanying adults in order to check their suitability for supervisory responsibilities and ensure that police checks have been carried out. PREPARATION AND APPROVALS Careful preparation and ‘briefing’ for the trip/visit is essential for pupils, parents and adult supervisors. Risk assessments should be carried out and implement. Parents consent must be obtained, in writing, before any child can participate in any form of ‘out of school activity’, trip or visit. Parents should be provided with full details of the trip and should be given careful instructions as to what their children will require e.g. clothing, footwear, food, money etc. Parents should be asked to give details of any medical, dietary or any other type of special need or consideration necessary for their child. As an additional precaution school medical records should be checked. SUPERVISION Each trip/visit/outing must have a clearly designated leader who must be a member of the teaching staff. Everyone must know who is in charge and that they must take instructions from this person. It is advisable to appoint a ‘deputy leader’ who could take over in the event of an emergency.  Adult supervision must be extensive and well organised. The minimum adult pupil ratio is one adult to ten children. Party leaders must explain clearly to all adult supervisors, in writing if necessary, what their responsibilities will be and always in advance. All accompanying adults should be given a list of the whole party (groups and their supervising adults) with their own group clearly indicated. Regular checks on names and numbers should take place during the trip. Children must not leave the party without permission of the group leaders, which must not be allowed for young children nor for any children where they may be unsupervised or at risk. Children should be ‘matched’ to a partner before leaving school so those partners can report if one is missing or in difficulty. Children should not wear, name tags or anything else which enable strangers to call them by name. EMERGENCY ARRANGEMENTS The party leader must ensure that all accompanying adults are briefed as to what to do in the event of an emergency. Pupils should be warned carefully about local conditions, road safety, what to do if they are concerned or worried. Pupils should be told: Never to go anywhere without permission If they realise they are lost to stay where they are – someone will return for them. To stay with their partner and group leader at all times. To tell the teacher is anything unusual or worrying happens. The party leader must arrange for a ‘contact procedure’ to inform school should an emergency situation arise.  The party leader should ensure that they carry a mobile phone and that mobile phone numbers are left with the school office. CHECKLIST Timetable Name and telephone number of coach firm Telephone number of school List of all children, adults and group allocations Location of nearest telephone during the visit/outing Plan/map/details of the area First Aid Kit Bucket/tissues/loo roll/fresh air spray (to dispel odours which set everyone in motion!!) Paper towels School cheque or payment receipts Booking confirmation Medical information Medication (inhalers etc) Time the outward journey and allow an extra ten to fifteen minutes for the return. OTHER POLICIES TO BE READ IN CONJUNCTION WITH THIS DOCUMENT AS APPROPRIATE Asthma Policy Swimming Safety Residential Visits DFE Health & Safety of Pupils on Education Visits LEA Guidelines – Safety in offsite Activities